Life Events 


If you experience a Qualifying Life Event, you will have 30 days from the date of the event to make changes to your benefits. Qualifying Life Events include Marriage, Divorce, Adding a dependent (birth, adoption or domestic partner), Death of a spouse or dependent, Changes in your spouse’s health care coverage, or Change in you or your spouse’s full-time employment.

If you experience one of the above-qualified family status changes during the year, please contact the ASPEN HR within 30 days of the event. Additionally, please note that if you get divorced or your dependent(s) reaches age 26, your dependents may become eligible for COBRA continuation coverage and you must notify the Aspen HR team within 30 days of these status changes.

Click HERE to make a change to your benefits

 


Adoption Checklist

1. Enroll Adopted Child in Benefits. Contact the Aspen HR Team for information about the benefit plans you may want to enroll your child in, and what paperwork is necessary.

In addition to enrolling your child in your health plans, you may want to consider changes to your beneficiary designation on your retirement and insurance plans. Contact the Aspen HR HR Team for information on beneficiary designations.

! IMPORTANT ! When your new child arrives, you have a limited time to enroll your newly adopted child in the benefit plans offered Aspen HR.

 

2. Review Life Insurance Coverage. When adopting a child, make sure to review and update your life insurance coverage. You should find the insurance calculators helpful in thinking about how much life insurance you should purchase. It is also advisable for you to consult with your financial adviser.

 

3.  Complete new Form W-4. Complete a new Form W-4 so that Aspen HR can withhold the correct federal income tax from your pay based on your new number of dependents. 

 

Completing a new Form W-4 is advisable anytime your personal or financial situation changes. Submit new Form W-4 to the Aspen HR team.

 

4. Apply for a Social Security Card/Number - Newborn Adoption. When you apply for your baby's birth certificate in the hospital, indicate that you want to apply to have a Social Security number assigned as well. The information will be passed on to the Social Security Administration, and they will issue a Social Security number. This will help you avoid having to fill out a special Social Security Card/Number application and/or go to the Social Security office. Otherwise, you will need to fill out an Application for a Social Security Card (SS-5) form and submit it to the Social Security Administration.

 

For assistance, please call toll-free (800) 772-1213 or visit www.socialsecurity.gov. If you wish to speak to a Service Representative, please call between 7am-7pm Eastern time, Monday thru Friday. For the hearing impaired, please call (800) 325-0778. Social Security telephone lines are busiest early in the week and early in the month, so if possible, avoid those times. 

 

The Social Security Administration treats all information as confidential.



Domestic Partnership Checklist

1. Enroll Domestic Partner in Benefit Plans. Submit the Domestic Partner Affidavit or Termination of Domestic Partnership form to the Aspen HR Team.

You may want to consider changes to your beneficiary designation on your retirement and insurance plans. Contact the Aspen HR Team for information on beneficiary designations.

2. Complete new Form W-4. Complete a new Form W-4 so that Aspen HR can withhold the correct federal income tax from your pay based on your new number of dependents. 

 

Completing a new Form W-4 is advisable anytime your personal or financial situation changes. Submit new Form W-4 to the Aspen HR team.

 

3. Review Life Insurance Coverage. When your estate increases (buying a home), your salary increases, or you add dependents (getting married/domestic partnership, having a baby), your life insurance should also increase to protect those who depend on you. This is a good time to review your policy and increase your coverage, if warranted. It is also advisable for you to consult with your financial adviser.

 

 


Getting Married Checklist

1. Enroll Spouse in available PlansContact the Aspen HR Team for information about adding a new dependent to your other benefit plans.

Also, take time to review your financial and insurance plans to make any changes to your coverage, contributions, or beneficiary designations on your retirement and insurance plans. Contact the Aspen HR HR Team for information on beneficiary designations.

2. Complete new Form W-4. Complete a new Form W-4 so that Aspen HR can withhold the correct federal income tax from your pay based on your new number of dependents. 

 

Completing a new Form W-4 is advisable anytime your personal or financial situation changes.

 

3. Name Change on Social Security Card (if applicable). If you legally change your name because you get married, you will need to apply for a corrected Social Security card with your changed name. Failure to do so could delay a tax refund coming to you or prevent some of your pay from being credited properly to your Social Security record, which could cause your future Social Security benefits to be less than they should be.

 

You will need to provide a recently issued document, such as your marriage license / certificate, as proof of your legal name change. If the document you provide does not give the Social Security Administration enough information to identify you in its records, you will be asked for an identity document showing your old name and another in your new name providing evidence of your identity.

 

You will need to fill out an Application for a Social Security Card (SS-5) form and submit it to the Social Security Administration.

 

For assistance, please call toll-free (800) 772-1213 or visit www.socialsecurity.gov. If you wish to speak to a Service Representative, please call between 7am-7pm Eastern time, Monday thru Friday. For the hearing impaired, please call (800) 325-0778. Social Security telephone lines are busiest early in the week and early in the month, so if possible, avoid those times. 

 

The Social Security Administration treats all information as confidential.

 

REMINDERS: If you are working, don't forget to tell your employer about your name change. And don't forget to Change Your Name on Your Passport

 


 

Having a Baby Checklist

1. Enroll Baby in Benefits. Contact Aspen HR Team for information about the benefit plans you may want to enroll your child in, and what paperwork is necessary.

In addition to enrolling your child in your health plans, you may want to consider changes to your beneficiary designation on your retirement and insurance plans. Contact the Aspen HR HR Team for information on beneficiary designations.

! IMPORTANT ! When your new child arrives, you have a limited time to enroll your new baby in the benefit plans offered by Aspen HR.

2. Complete new Form W-4. Complete a new Form W-4 so that Aspen HR can withhold the correct federal income tax from your pay based on your new number of dependents. 

 

Completing a new Form W-4 is advisable anytime your personal or financial situation changes. Submit new Form W-4 to the Aspen HR HR Team.

 

3. Apply for a Social Security Card/Number. When you apply for your baby's birth certificate in the hospital, indicate that you want to apply to have a Social Security number assigned as well. The information will be passed on to the Social Security Administration, and they will issue a Social Security number. This will help you avoid having to fill out a special Social Security Card/Number application and/or go to the Social Security office. Otherwise, you will need to fill out an Application for a Social Security Card (SS-5) form and submit it to the Social Security Administration.

 

For assistance, please call toll-free (800) 772-1213 or visit www.socialsecurity.gov. If you wish to speak to a Service Representative, please call between 7am-7pm Eastern time, Monday thru Friday. For the hearing impaired, please call (800) 325-0778. Social Security telephone lines are busiest early in the week and early in the month, so if possible, avoid those times. 

 

The Social Security Administration treats all information as confidential.

 


Losing a Loved One Checklist

1. Remove Loved One from Benefits. Contact Aspen HR Team for information about removing a loved one from benefits.

Also, take time to review your financial and insurance plans to make any changes to your coverage, contributions, or beneficiary designations on your retirement and insurance plans. Contact the Aspen HR Team to change beneficiary designations.

2. File a Life Insurance Claim (if a Aspen HR employee). In the case of an Aspen HR employee who dies, the Aspen HR Team will work with the beneficiaries to handle the necessary paperwork. In general, a certified copy of the death certificate will be required. 

 

3. Contact Social Security about Survivor Benefits. Contact your nearest Social Security Administration office for information on survivor benefits. A deceased person's spouse, minor children, or even divorced spouse, are sometimes entitled to benefits. However, Social Security laws change frequently so check with your local Social Security office, call (800) 772-1213, or visit www.socialsecurity.gov for additional information.

 

Be prepared to provide:

  • The death certificate (or a certified copy)
  • The Social Security number of the deceased
  • The decedent's latest W-2 form or tax return
  • The name and address of the decedent's employer
  • Social Security numbers of spouse and minor children
  • Birth certificates of spouse and minor children
  • Marriage certificate
  • Divorce papers, if applicable

4. Contact the Veterans Benefits Administration about Survivor Benefits (if applicable). For assistance in filing claims for veterans and survivor benefits, counseling or emergency financial assistance, contact the U.S. Department of Veterans Affairs' Veterans Benefits Administration and contact:

 
Disabled American Veterans
P.O. Box 14301
Cincinnati, OH 45250-0301
(877) 426-2838
Veterans of Foreign Wars
VFW Memorial Building
200 Maryland Avenue, NE
Washington, D.C. 20002
(202) 543-2239

 

 


Retirement Needs Checklist

1. Participate in Aspen HR Retirement Savings Plan(s). When it comes to accumulating dollars for your retirement or other long-term needs, it does not get much better than a plan that allow your dollars to go in on a tax-advantaged basis - which means Uncle Sam is encouraging you to contribute to your retirement plan. Be sure to participate in the 401(k) Retirement plans offered to Aspen HR. Contact Aspen HR Team for information about enrolling, [or email the Aspen HR 401(k) Team]

2. Check your Social Security Benefits. Obtain an estimate of your expected Social Security income: 

 

Your Retirement Benefit: How It's Figured [PDF]

Decide When to Retire - Social Security Retirement Estimator

 

For assistance, please call toll-free (800) 772-1213 or visit www.socialsecurity.gov. If you wish to speak to a Service Representative, please call between 7am-7pm Eastern time, Monday thru Friday. For the hearing impaired, please call (800) 325-0778. Social Security telephone lines are busiest early in the week and early in the month, so if possible, avoid those times. The Social Security Administration treats all information as confidential.

3. Medicare healthcare insurance. Medicare is federal health insurance for people who are 65+, certain young people with disabilities, and people with end-stage Renal Disease (permanent kidney failure requiring dialysis or a transplant (sometimes called ESRD), the different parts of Medicare can help cover specific services. Some people get Medicare Part A and Medicare Part B automatically, and other people have to sign up for it. In most cases, it depends on whether you are getting Social Security benefits. Contact Medicare.gov for more information or call (800) 633-4227 for assistance.


    • Medicare Part A (Hospital Insurance) - Part A covers inpatient hospital stays, care in skilled nursing facility, hospice care, and some home health care.
    • Medicare Part B (Medical Insurance) - Part B covers certain doctors' services, outpatient care, medical supplies, and preventive services.
    • Medicare Part C (Medicare Advantage Plus) - Part C is a type of Medicare health plan offered by a private company that contracts with Medicare. This plan provides all of Part A and Part B, and includes: Health Maintenance Organizations (HMO); Preferred Provider Organizations (PPO); Private Fee-for-Service plans; Special Needs Plans; and Medicare Medical Savings Account Plans. Most Medicare services are offered through this plan, and are not paid for by Original Medicare. Most Part C plans offer Prescription Drug Coverage.
    • Medicare Part D (Prescription Drug Coverage) - Part D adds prescription drug coverage to: Original Medicare; some Medicare Cost Plans; some Medicare Private Fee-for-Service plans; and Medicare Medical Savings Account Plans. Part D plans are offered by insurance companies and other private companies approved by Medicare. Medicare Advantage plans may also offer prescription drug coverage that follows the same rules as the Medicare Prescription Drug plans.

 


Separation / Divorce Checklist

1. Remove Spouse from BenefitsContact Aspen HR Team for information about removing a spouse, and any stepchildren who may no longer be eligible for coverage.

If your spouse is no longer eligible for coverage, you should notify Aspen HR Team to remove him or her from your benefit plans. Any stepchildren who are no longer eligible will also need to be removed from your plans. You may also obtain information on COBRA continuing coverage for your spouse.

Conversely, if you and / or your children were covered by your spouse's plan, you will need to enroll yourself or your child / children in the Aspen HR-sponsored benefits. Contact the Aspen HR HR Team for information on how to enroll in Aspen HR-sponsored benefits. 

2. Review / Change Beneficiaries. Review and / or make any changes to your beneficiary information for all of your plans. Contact the Aspen HR Team for beneficiary information.

 

3. Change Emergency Contact(s) Information. You may want to make sure the Aspen HR Team has the person(s) you want on file should Aspen HR need to contact someone in an emergency on your behalf. Contact the Aspen HR Team for information on how to change your emergency contact information.





Leave of Absence


Notify your manager of your Leave of Absence to start this process.

Moving

If moving to a new address, be sure to update the following:

  1. Update your address in PrismHR
  2. Email HR
  3. Be sure to forward your mail to your new address and update any other important documents